The Scenario
You are the HR ops lead at a company that just closed a round and is doubling headcount. Starting next Monday, forty-two new employees begin onboarding. Every one of them needs a Brex card.
Before cards can be issued, Brex needs the right departments and job titles set up. You have eight new departments and twelve new job titles in an Excel workbook on SharePoint that the HRIS team built last week, column A for departments, column B for job titles.
The slow version:
- Open Brex admin, navigate to Settings, then Departments
- Click "Add Department" eight times
- Navigate to Job Titles, click "Add Job Title" twelve times
- Spell-check each entry against the workbook because you mistyped "Infrastracture" on the first pass
- Finish at 6:30 PM on Friday, three hours before the onboarding kickoff email goes out.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads the workbook and creates every department and job title in Brex without you clicking through the admin UI.
Open the SheetXAI sidebar and type:
Create a Brex department for every value in column A of this workbook. Then create a Brex job title for every value in column B. Write "Created" or the error message into column C for departments and column D for job titles.
SheetXAI reads columns A and B, calls Brex's API for each entry, and writes the result next to every row. Eight departments and twelve job titles, created in under a minute.
What You Get
Two status columns:
- Column C — "Created" or error for each department
- Column D — "Created" or error for each job title
Whatever is in the workbook is what goes into Brex. No typos from manual entry.
If one entry fails, the error shows up in the status column without stopping the rest. Fix that row, re-run just the failures.
What If the Data Is Not Quite Ready
Org structure workbooks from HR always have edge cases. SheetXAI handles them in the same prompt.
When department names have inconsistent capitalization
The workbook has "engineering," "Engineering," and "ENGINEERING" in different rows.
Before creating Brex departments, normalize all values in column A to Title Case. Then create a Brex department for each unique normalized value. Write the status into column C.
When some job titles already exist in Brex
You are adding to an existing org and some titles are already set up.
Check each job title in column B against the existing Brex job titles. For entries that already exist, write "Already exists — skip" into column D. For new ones, create them in Brex and write "Created."
When the workbook also includes office locations
Column C has locations that need to be created in Brex alongside departments and job titles.
Create a Brex department for every value in column A, a job title for every value in column B, and a Brex location for every value in column C. Write creation results into columns D, E, and F respectively.
When the org chart is nested with parent-department relationships
Column B shows the parent department for each department in column A.
Read columns A and B. Column A is the department name and column B is the parent department. Create each department in Brex with the correct parent set, creating parent departments first. Write the creation order and status into column C.
The pattern: hand SheetXAI the workbook as-is and describe what needs to exist in Brex by the end. It handles the sequencing.
Try It
Get the 7-day free trial of SheetXAI and open the workbook your HRIS team built, then ask it to create the departments and job titles in Brex before onboarding starts. The Brex integration is included in every SheetXAI plan. See also how to bulk-issue Brex cards to new hires from an Excel workbook or the Brex in Excel overview.